Accounting Coordinator

Job description

Definition

About Orange Coast College (OCC)
Orange Coast College's 164-acre campus is located in Costa Mesa just minutes from Southern California's beautiful beaches. Founded in 1947, with classes beginning in 1948, OCC has grown into one of the nation's largest -- and finest -- community colleges, enrolling more than 25,000 students each semester. OCC's has an unwavering commitment to equitable outcomes; inclusive practices; and rich racial, ethnic, and socioeconomic diversity. Ideal candidates for this position share OCC's devotion to educating and improving the lives of our representative student, employee, and community populations. Ideal candidates for this position share OCC's devotion to educating and improving the lives of our representative student, employee, and community populations. We currently enroll 21,498 students, the majority of whom are from racially minoritized populations: 35% of OCC's students are Latinx, 2% are African- American, 23% are Asian, less than 1% Native American, 31% are White, and 6% are multiracial. OCC engages in a variety of professional development opportunities and partnerships so that we can serve disproportionately impacted groups. Student-centered activities that support OCC's mission include campus-wide student success projects funded by the Office of Student Equity; partnerships with local Hispanic Serving four year institutions; active programs that work to improve the academic achievement of racially minoritized students, such as PUENTE and UMOJA; Extended Opportunity Programs and Services (EOPS) and Disabled Student Program and Services (DSPS).

Summary
Performs reviews, accounting entries, and reconciliation for general, enterprise, and special fund accounts. Provides technical general ledger accounting services assuring accurate and timely budget and financial information that can be used for current and future financial and program decisions.

Distinguishing Career Features
The Accounting Coordinator is an advanced level classification in a multi-tiered career ladder for clerical and technical accounting. Accounting Coordinators require demonstrated competency in processing a full range of transactions for several closely related accounting areas such as cash, accounts payable, and receivable. Accounting Coordinators and higher positions will demonstrate knowledge of generally accepted accounting practices and will have competency in allocating transactions to proper account codes (strings), process approved journal adjustments to the general ledger and accounting for enterprise or categorical funds. Accounting Coordinators will have competency in budget line item transfers that comply with fund requirements and journal entries to the general ledger. They will also have competency in revenue stream accounting, budget administration, and support to prepare audit documentation supporting financial statements. Accounting Coordinators participate and coordinate in the design, testing, implementation, and evaluation of automated and manual accounting systems. Advancement to Accounting Analyst is possible based on need, compliance with the job qualifications, and the ability to perform special studies, process full general ledger accounting adjustments, and be responsible for portions of the District's accounting systems.

Essential Duties and Responsibilities
Specific duties may vary among departments and jobs. Incumbents typically perform a substantial portion or all of the following kinds of duties:

  • Maintains accounting records of assigned functions such as in financial aid, categorical programs, enterprises, auxiliary, student activities, special programs, or in the treasury, revenue, and/or clearing accounts.
  • Reconciles cash accounts, fund balances, vendor, and specific balance sheet asset accounts. Reviews revenue and expense accounts. Reclassifies accounting transactions into proper account classifications.
  • Works with accounting/fiscal staff to determine detailed business needs and best practices when applied.
  • Identifies areas within Fiscal Services where increased automation and reliance on system controls will lead to efficiencies.
  • Reviews and analyzes transactions including those processed by others for accuracy, proper account coding or classification and allocation. Follows up with vendors, suppliers, and agencies to reconcile transactions.
  • Assists, and may facilitate certain aspects of the budget development process for categorical, special, and general funds. Participates in certain aspects of its preparation, such as data collection and prior-year performance analysis.
  • Maintains up-to-date knowledge of the regulations and reporting requirements and procedures connected with categorical, special and general fund programs. Provides technical assistance to staff on financial matters relating to programs. Trains and updates staff on program changes and requirements as needed.
  • Provides ongoing support in developing a budget, accounting documents, reports and resource manuals related to assigned areas of responsibility.
  • Review and evaluate proposals for new departmental systems involving financial accounting methods, policies, and procedures; monitor the procurement, development, and implementation of those systems to ensure proper integration with other financial accounting systems.
  • Prepares and processes accounts payable information to comply with various payment timetables. Verifies and reconciles documentation of merchandise and services received against claims, invoices, purchase orders, and packing slips.
  • Identifies, verifies and corrects standardized account codes, budget authorization, and available and qualifying budgets.
  • Assists others with resolving problems with accounting transactions and adjustments such as credit memoranda, undocumented purchases, and invoices, goods and services not received, returned or refund checks.
  • Facilitates and prepares line item transfers. Reviews expense and other requisitions for compliance with applicable standards, rules, and regulations, and approved budgets analyzing variances and resolves variances with appropriate managers. Monitors expenditures of funds carried over from prior fiscal periods.
  • Receives cash and cash equivalent from a variety of sources. Verifies amounts and balances to supporting documentation. Enters information into appropriate accounts as required. Prepares deposits and other transmittals.
  • Reconciles and compiles periodic reports to show statistics such as cash receipts, accounts payable, and accounts receivable. Trace transactions through previous accounting actions to identify and correct discrepancies.
  • Prepares documents such as invoices and account statements. Follows up with customers on account balances that are outstanding, or involve multiple fiscal years. May recommend remedial action, write-off of account balances or settlements negotiated to resolve account disputes and delinquencies.
  • May participate with the input of budget data. Complies with established procedures for specialized budgets. Analyzes budget reports to assure expenditures do not exceed appropriations. Enters pre-encumbered funds to the automated accounting system.
  • May maintain a job control system, as it relates to specific funds. Monitors the allocation of jobs to assure compliance with special fund requirements.
  • Provides technical support to departments accessing computerized accounting systems and databases that contain financial and statistical information.
  • Assists auditors with the review of financial records and transactions.
  • Participates in the preparation of periodic financial statements and categorical reports, including variance analysis, for advisory/regulatory groups and administrators. Assists with opening and closing of financial records based on the fiscal year.
  • May exercise partial leadership over and provide assistance to other accounting staff on an as-needed basis to balance fluctuations in workflow.
  • Performs other duties as needed that support the overall objective of the position.
Qualifications and Physical Demands

MINIMUM QUALIFICATIONS Knowledge and Skills:
The position requires considerable knowledge of the principles and procedures of accounting, auditing, and finance with additional expertise in budget preparation and control. Requires in-depth knowledge of generally accepted accounting principles, regulations, and controls applying to assigned financial operations. Requires working knowledge of audit documentation requirements. Requires in-depth knowledge of automated accounting systems and relational databases used for storing and linking accounting data. Requires basic knowledge of the practices and techniques in accumulating cost accounting information, including allocation of accounting data to determine standard costs or rates. Requires working knowledge of financial management, control, and reporting processes associated with restricted funds. Requires well-developed math skills to perform complex accounting and statistical computations. Requires sufficient language skills to prepare reports suitable for external publishing. Requires well-developed human relation skills to explain detailed information in small group settings and work with staff in an advisory capacity.

Abilities:
Requires the ability to perform the functions of the position. Requires the ability to apply accounting controls, rules, and procedures, and perform accounting tests. Requires the ability to research, compile, analyze, and interpret accounting data. Requires the ability to maintain accurate and retrievable files, records, audit trails and trace transactions to original entries. Requires the ability to perform accounting and general math computations quickly and accurately. Requires the ability to setup complete fund accounts and prepare financial statements. Requires the ability to organize and prioritize work to meet deadlines and timetables. Requires the ability to work cooperatively with individuals and work teams within and outside the department, including vendors. Requires the ability to access and use a computer, common office productivity software, and specialized accounting software to access databases.

Education and Experience:
The position typically requires a Bachelor's Degree in accounting or finance or equivalent plus 5 years of relevant and progressively responsible experience in governmental accounting, fund accounting, or closely related field that includes participation in the design of financial accounting systems. Additional relevant experience may substitute for some higher education. Or, any combination of education and experience that would provide the equivalent qualifications.

Licenses and Certificates:
May require a valid driver license.

Physical Abilities:
Incumbent must be able to work in an office setting engaged in work of a primarily sedentary nature. Requires sufficient hand-eye-arm coordination to use a keyboard and 10-key, arm/hand movements to retrieve work materials from storage files, and operate a variety of general office equipment. Requires visual acuity to read computer screens, printed material, and detailed accounting information. Requires auditory ability to carry on conversations over the phone and in person. Ability to lift up to 25 pounds.

Working Conditions:
Work is performed in an office environment with minimal exposure to health and safety considerations. Conditions of Employment

This is a regular, full-time, 12-months per year classified position. The normal hours of work will be Monday through Thursday 9:00 am to 6:00 pm and Friday 8:00 am to 5:00 pm, with the flexibility to occasionally work extended hours and occasional weekends, as necessary to meet the needs of the department. The effective date of employment will be arranged with the supervisor.

Regular attendance is considered an essential job function; the inability to meet attendance requirements may preclude the employee from retaining employment. The person holding this position is considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in Coast Community College District policies, procedures, and Title IX. (Reference: BP/AP 5910 ) The Coast Community College District celebrates all forms of diversity and is deeply committed to fostering an inclusive environment within which students, staff, administrators, and faculty thrive. Individuals interested in advancing the District's strategic diversity goals are strongly encouraged to apply. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose.

The deadline to apply is 11:59 p.m., May 29, 2019. Application materials must be electronically submitted online at http://www.cccd.edu/employment. Incomplete applications and application materials submitted by mail will not be considered.

Additional Information

Applications must be received no later than the posted closing date. There are NO EXCEPTIONS. Electronic applications may be completed by visiting http://www.cccd.edu/employment. Once you have completed an electronic application, you may apply to open positions within the Coast Community College District by submitting the application and all other required materials. Required materials differ for each open position and must be complete when submitted for a specific posting. Instructions for completing applications and applying to posted positions are available online or by calling Applicant Processing at (714) 438-4714.

All application materials become the property of the Coast Community College District and will NOT be copied or returned. Information for TDD users is available by calling (714) 438-4755.

Application Requirements:
To be considered for employment you must submit a complete application packet. A complete application packet includes:

  • A complete online Classified/Management Employment Application.
  • A current resume. (Attached as a separate document.)
  • A cover letter highlighting your qualifications for the desired position. (Attached as a separate document.)
  • Answers to Supplemental Questions. (clear and detailed responses required as they will be carefully evaluated to determine the most qualified candidate(s) to be invited for an interview; please do not paste your resume, or put "see resume" or "N/A", or leave blank).

To ensure consistency and fairness to all applicants, please do not submit materials in addition to those requested. Additional materials will not be considered or returned. Be sure to complete all questions and sections of the application. If you do not know an answer, please indicate so, but do not leave any space blank.

All applications will be screened under a process of utmost confidentiality by a committee of representatives from the college community. Please note: Possession of the minimum qualifications does not ensure an interview.

Any documents that you are unable to attach can be emailed to j[email protected]. Emails must clearly indicate the job you are applying to and your name.
Disability Accommodations:
If you require accommodations in the Application or Examination Process, please notify Human Resources by calling (714) 438-4716 OR (714) 438-4713.

The Coast Community College District is a multi-college district that includes Coastline
Community College, Golden West College, and Orange Coast College. The three colleges offer programs in a transfer, general education, occupational/technical education, community services, and student support services. Coastline, Golden West and Orange Coast Colleges enroll more than 60,000 students each year in more than 300 degree and certificate programs.
Since its founding in 1947, the Coast Community College District has enjoyed a reputation as one of the leading community college districts in the United States. Governed by a locally elected Board of Trustees, the Coast Community College District plays an important role in the community by responding to needs of a changing and increasingly diverse population.

Coast Community College District is an Equal Opportunity Employer

The Coast Community College District is committed to employing qualified administrators/managers, faculty, and staff members who are dedicated to student learning and success. The Board recognizes that diversity in the academic environment fosters awareness, promotes mutual understanding and respect, and provides suitable role models for all students. The Board is committed to hiring and staff development processes that support the goals of equal opportunity and diversity, and provide equal consideration for all qualified candidates. The District does not discriminate unlawfully in providing educational or employment opportunities to any person on the basis of race, color, sex, gender identity, gender expression, religion, age, national origin, ancestry, sexual orientation, marital status, medical condition, physical or mental disability, military or veteran status, or genetic information.

 

 

 

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Job No:
Posted: 5/16/2019
Application Due: 5/29/2019
Work Type:
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